Manage access settings for users

Who can do this?

Practitioners: Full Access only
Administrators: Full Access only

Halaxy allows you to assign roles and access levels to practitioners and administrators in your practice to control who can see and update information and access levels. This is key to maintaining confidentiality and security in your practice.

Overview

When you add a new user to your practice group, you assign them a role: Practitioner or Administrator.

See below for a quick description for each role.

Practitioner	Administrator
A healthcare professional who sees patients Usually needs access to patient info, calendar, clinical records May or may not need access to fees, invoices, financial reports, depending on their role within their practice	A healthcare practice manager, receptionist, assistant, bookkeeper, accountant Usually needs access to calendar, invoices, financial reports May or may not need access to patient info and clinical records, depending on their role within the practice

For each role, you assign the user an access level, which determines what information the user can view and which functions they can use.

Any access level can be customised further with access settings, giving you full flexibility and control to make sure your practice information is safe and assigned to the appropriate members of your practice.

Access levels and access settings can be changed anytime for any user.

Warning

You cannot change a user's role type after it is set. If you need to change a user's role, email Halaxy to send a request.

Assign an access level

Click Settings > Users.
In the list, find the user's name, then under the Actions column, click the pencil icon button.
In the pop-up, select the Access Level. (See a complete guide to access levels below.)
(Optional) To customise this user's access level, tick or untick the access settings checkboxes as needed. (See a complete guide to access settings below.)
Click Save.

Guide to access levels

Each user role has different access levels, which then set specific permissions on what information they can view and edit in your Halaxy system. Select the tabs to review the different access levels for each role.

Practitioner

Feature	Personal Access	Own records and others' contact	Clinical Access	Full Access
View and edit own patient records, calendar and appointments
View and edit other practitioners' patient records
View and edit other practitioners' calendar and appointments
View and edit other practitioners' invoices
View and edit other practitioners' clinical notes
Add and edit users

- requires permission

Administrator

Feature	Contact Access	Clinical Access	Full Access
View all patients' contact details
View all patients' invoices
Create, edit and delete appointments
Create invoices
View, edit and manage clinical notes for all patients
Add and edit users

Guide to access settings

Every access level can be customised further to grant or remove users' access to specific information. To activate or deactivate a setting, simply tick or untick the checkbox of your desired setting.

Select the tabs to view descriptions of all access settings for each role.

Practitioner

Setting	Description	Available for
Calendar	Tick to grant access to view and edit the calendar and appointments	Personal Access - view and edit own only. All other access levels can view and edit for all users.
Invoices	Tick to grant access to Invoices.	Personal Access - view own only. All other access levels can view and edit for all users – unless the Personal Finance Access setting is enabled.
Fee Details	Tick to grant access to view appointment fee details. If unticked, the user cannot: View appointment fees in the calendar Add, edit and delete appointment fees Cancel or delete appointments	All access levels.
Claims & Referrals	Tick to grant access to view and edit patients' claim and referral information.	All access levels.
Fees and Expenses	Tick to allow user to view and edit the Fees, Expenses and Discounts pages.	All access levels.
Finance Reports	Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.	All access levels.
Personal Finances only	Tick to restrict Invoices, Expenses and Finance/Practice Reports access to the practitioner's own invoices/expenses only. Has no effect if the user does not have access to Invoices or Finance/Practice Reports.	Own records and others' contact and Clinical Access.
Auto Payments Process	Tick to enable user to process electronic payments (e.g. Auto Payments, card payments, Paypal)	All access levels.
Auto Payments Refund	Tick to enable user to process refunds for electronic payments (e.g. Auto Payments, card payments, Paypal)	All access levels.
Reminders	Tick to grant access to modify Reminder settings.	All access levels.
Integrations	Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.	All access levels.
Payments	Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.	All access levels but will not affect Full Access users.
Restricted Admin	Tick to restrict access to all Settings pages to read-only. Users can view the page but cannot make changes.	All access levels.
Communication Templates	Tick to grant access to edit communication templates from the Settings > General page.	All access levels.
Clinical Settings	Tick to grant access to create new or edit existing clinical templates and clinical dashboards.	All access levels.
Own clinical templates only	Tick to restrict access to edit only their own clinical templates.	All access levels - if Clinical Setting is ticked.
Prescriptions and Order Requests	Tick to grant access to ordering prescriptions, imaging and pathology.	All access levels - for eligible professions only
Professional Contacts	Tick to grant access to view and edit professional contacts.	All access levels.
Organisations	Tick to grant access to view and edit organisations.	All access levels.
Clinic Restriction	Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to view patients, invoices, or reports for locations they have not been added to.	All access levels.
User Action History	Tick to grant access to user activity records for your practice group.	All access levels.
Survey Results	Tick to grant access to survey results and responses in Reports > Surveys.	All access levels.
Export & Print	Tick to enable user to export and print lists, reports and other practice data in Halaxy.	All access levels.
Read Only Access	Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view message histories. This overrides all other access settings.	All access levels, except Full Access. Recommended for users who leave your practice but may require access to their patients' information.

Administrator

Setting	Description	Available for
Calendar	Tick to grant access to view and edit the calendar and appointments	All access levels can view and edit for all users.
Invoices	Tick to grant access to Invoices.	All access levels can view and edit for all users.
Fee Details	Tick to grant access to view appointment fee details. If unticked, the user cannot: View appointment fees in the calendar Add, edit and delete appointment fees Cancel or delete appointments	All access levels.
Claims & Referrals	Tick to grant access to view and edit patients' claim and referral information.	All access levels.
Fees and Expenses	Tick to allow user to view and edit the Fees, Expenses and Discounts pages.	All access levels.
Finance Reports	Tick to grant access to finance reports and expenses. Also grants access to view and edit fees, funders and packages.	All access levels.
Auto Payments Process	Tick to enable user to process electronic payments (e.g. Auto Payments, card payments, Paypal)	All access levels.
Auto Payments Refund	Tick to enable user to process refunds for electronic payments (e.g. Auto Payments, card payments, Paypal)	All access levels.
Reminders	Tick to grant access to modify Reminder settings.	All access levels can view and modify settings for all users and for the practice group's default settings.
Integrations	Tick to grant access to Integrations and Add-on settings to cancel subscriptions or purchase add-ons.	All access levels.
Payments	Tick to grant access to the Settings > Payments page to edit payment settings for individual practitioners only.	All access levels but will not affect Full Access users.
Restricted Admin	Tick to restrict access to all Settings pages to read-only. Users can view the page but cannot make changes.	All access levels.
Communication Templates	Tick to grant access to edit communication templates from the Settings > General page.	All access levels.
Clinical Settings	Tick to grant access to create new or edit existing clinical templates and clinical dashboards.	All access levels.
Own clinical templates only	Tick to restrict access to edit only their own clinical templates.	All access levels - if Clinical Setting is ticked.
Prescriptions and Order Requests	Tick to grant access to ordering prescriptions, imaging and pathology.	All access levels can create orders on behalf of practitioners.
Professional Contacts	Tick to grant access to view and edit professional contacts.	All access levels.
Organisations	Tick to grant access to view and edit organisations.	All access levels.
Hide access to patient names	Tick to anonymise patient names for the user. Names will be replaced with IDs, such as "HX 123456". Users with this option ticked will not be able to view Message History.	All access levels.
Clinic Restriction	Tick to restrict access to only the locations they have been added to and are active in. The user will not be able to view patients, invoices, or reports for locations they have not been added to.	All access levels.
User Action History	Tick to grant access to user activity records for your practice group.	All access levels.
Survey Results	Tick to grant access to survey results and responses in Reports > Surveys.	All access levels.
Export & Print	Tick to enable user to export and print lists, reports and other practice data in Halaxy.	All access levels.
Read Only Access	Tick to restrict the user to read-only access. User can view modules but cannot make any changes and cannot view message histories. This overrides all other access settings.	All access levels, except Full Access.
Fax	Tick to grant access to view and send fax messages.	Contact Access only.
Secure Messages	Tick to grant access to view and send secure messages with Argus or ReferralNet.	Contact Access only.
Intake Forms	Tick to grant access to view and send intake forms to patients.	Contact Access only.

Note

Customising these settings overrides the default setting in a user's access level.

Updated 10 April 2025 00:23

Manage access settings for users

Who can do this?

Overview

Warning

Assign an access level

Guide to access levels

Guide to access settings

Note

Was this article helpful?

In this article

<%= heading %>

<% if (block.html_url) { %> <%= block.name %> <% } else { %> <%= block.name %> <% } %>

Categories

Toggle navigation menu

<%= category.name %>

<%= heading %>

<%= article.title %>

Can't find what you're looking for?